Item compliance documents

On the Item Compliances Documents page, you can link multiple compliance documents (previously set up on the Compliance Documents page) to an item. These compliance documents will then default as sales compliance documents and purchase compliance documents in the order process for that item.

In the item compliance document, you can fill in more specific information about the compliance document, such as a request and document date.

For each document, you can specify if the document is only applicable to specific items and/or item attributes. The values are automatically inherited when assigning an existing compliance document to the item compliance document.

Set the Item Compliance Documents

The following procedure describes how to setup the Item compliance documents.

1. Select the Search icon , enter Item Compliance Documents, and then choose the related link.
   The Item Compliance Documents list page opens.
2. On the action bar, click New.
   The Item Compliance Documents page opens.
3. In the Item No. field, select the item number to which the compliance document should be linked.
4. In the Compliance Document Code field, select the code from the existing list.
   When you select the compliance document code, the description, contact number, and control type are populated from the setting done on the Compliance Documents.
5. In the Compliance Document No. field, enter the document number of the compliance document.
6. In the Transaction Type field, select any one of the options: Both, Purchase, and Sales.
   You can select two item attributes value (of the item attributes set up on the Compliance Documents Setup page), and they specify to which the compliance document applies. Example: Colour (Item Attribute Name 1) and Item Type (Item Attribute Name 2)

Only the attributes that are configured as part of your attribute group and linked will appear on the purchase and sales compliance documents pages.

7. In the Colour (the field name and caption are displayed based on the setup configured on the Compliance Documents Setup page) field, select the attribute value.
8. In the Item Type (the field name and caption are displayed based on the setup configured on the Compliance Documents Setup page) field, select the attribute value.
9. In the Item No. field, select the number of the item to which the compliance documents apply.
10. In the Contact Person No. field, select the contact person number to be contacted for questions about the compliance document.
11. In the Contact No. field, select the contact number of the company.
12. In the Requested Date field, select the date on which the compliance document is requested.
13. In the Document Date field, select the date. The date of the compliance document was issued is captured.
14. In the Expiration Date field, select the date on which the compliance document should expire.
    Once the document has expired, the date will change to red color.
15. In the Control Type field, select the control type, at which point the sales process control is needed to check if the compliance document is approved.
    The option can be set per customer compliance document to one of the following options:

• No control needed
• Order control: checks will be executed when releasing an order
• Receipt control: checks will be executed when posting a receipt
• Invoice control: checks will be executed when posting an invoice
• Shipment control: checks will be executed when posting a shipment

The control type is populated from the Compliance Document but can be changed.

16. In the Compliance Document No. field, enter the document number of the compliance document. If the Compliance Document No. Required checkbox is selected on the Compliance Documents page for the related compliance document code, you must enter a document number.

The Item Compliance Documents are now set up.

To view or edit the documents attached to the selected item compliance document.

17. On the action bar, select Attachments.
    Alternatively, you can select in the Attachments flow field value. For more information, see Document Link extension.

On the action bar select Attach MMR OR Attach SDS (>Compliance Documents) action on the Item Card page.

Before executing the Attach MMR and Attach SDS actions, ensure the Master Manufacturing Records and Safety Data Sheets field values are configured on the Compliance Documents Setup page.

When you execute either action, the system opens the Item Compliance Documents page and automatically assigns the appropriate compliance document code from the Compliance Documents Setup page.

If you execute the Attach SDS action, the Compliance Document Code field value is automatically set to Safety Data Sheets on the Compliance Documents Setup page.

The Attach SDS action can be executed from the following pages:

• Item Card
• Purchase Order

If you execute the Attach MMR action, the Compliance Document Code field value is automatically set to the Master Manufacturing Records on the Compliance Documents Setup page. If you attempt to change the assigned compliance document code, the system displays an error messages.

When uploading an MMR document on the Attachment pages,

• The Attachment Type field value must be set to Storage.
• The file must be in PDF format.

If you attempt to select a different attachment type or upload a non-PDF file, the system displays an error message to ensure compliance with production module requirements.

FactBox cues for attached documents

The Compliance Documents FactBox on the Item Card includes the following cues:

• The Master Manufacturing Records cue displays the number of MMRs attached.
• The Safety Data Sheets cue displays the number of SDSs attached.

These visual cues provide quick access to the respective compliance documents. Selecting a cue opens a list of the related records.